Ask anyone who works in a hospital, “Do you often see or deal with equipment breakdowns or malfunctions in your day to day workflow?” The overwhelming majority of answers will be yes.
Hospitals rely on a diverse assortment of machinery from electronically powered beds to sophisticated medical monitors. As health technology advances, hospitals are investing in new equipment to accomplish their goal of providing efficient and exemplary healthcare to patients. The addition of new, expensive assets heightens the need for a system to maintain and track asset health.
To improve hospital operations, you need a computerized maintenance management system, known as a CMMS. This software helps businesses to manage preventive maintenance, inspections, work order tracking, asset and parts inventory and analytics to ensure that the facility is operating at peak efficiency.
There are many CMMS options available to try, with varying levels of complexity and cost. It is important to consider the size and scope of the hospital, as well as the specific challenges they are looking to improve upon, to best select the CMMS for them. The best CMMS for a large hospital in the city may not be a good fit for a specialty private hospital in the suburbs. With this in mind, decision makers should consider the specific business problems that they are aiming to address with technology before selecting a vendor.
In this post, we discuss why CMMS use is crucial to success in the hospitals and healthcare industry in general. We will cover common use cases we see in the field and provide a few of the best CMMS for hospitals to consider when evaluating vendors.
Types of Maintenance In a Hospital Environment
There are many maintenance tasks that need to be handled each day to ensure seamless hospital operations. Understanding these tasks is essential to determining the driving forces to implementing a CMMS, as well as measuring the benefits of implementation.
Hospitals have strict guidelines for cleaning because germs can spread easily through a hospital environment. In order to prevent infections from spreading, cleaning must be done thoroughly and regularly.
Janitors work in shifts so they can provide 24-hour coverage at all times. Hospitals can be very large with many areas to keep clean such as:
- Lobby and Waiting Rooms
- Exam Rooms
- Offices and Break Rooms
- Public Bathrooms
- Patient Rooms
Organizing and tracking the progress of this work on a daily basis can be a challenge and a CMMS can help. With work order management, managers can assign cleaning tasks to individuals and teams and track progress on their phone. They can require checklists to be completed and images to verify work. With a CMMS, a manager can oversee custodial maintenance as if they were following each team member around during their daily work. A CMMS also provides data tracking so that managers can understand if an employee is efficient or needs training or additional oversight.
Safety and Security Inspections
Patients and family members inside a hospital are experiencing some of the most vulnerable moments in their lifetime. Due to this, they are at additional risk of abuse and accidents that can cause mental and physical injury. A CMMS system helps hospitals to conduct regular safety and security inspections to identify hazards and provide corrective measures so that all people are safe and secure while on premise.
Non-Life Saving Equipment Maintenance
Equipment such as hospital beds and water fountains may not be the most essential assets to healing patients, but are certainly noticed when out of order. Since they are not essential to saving lives, these breakdowns can be pushed off and prolonged leading to frustrated employees and patients. If not properly tracked, they can even be forgotten entirely.
A CMMS helps to keep track and priority of every issue within a hospital so that management can distribute resources in the most efficient and effective manner. It provides a written record of work so that repairs can be made in a timely manner and issues put off too long can be identified and rectified.
Life Saving Equipment Maintenance
Life saving equipment is the most crucial aspect of a hospital maintenance program. These assets are used directly in the treatment of patients and must be in optimal performance to ensure the safety of the patient. Often, these equipment carry standard maintenance practices and schedules to be followed, with strict financial and legal compliance penalties for failure to uphold these standards. To avoid the irreparable damage to your hospital's bottom line and reputation, it is recommended that you use a CMMS to track and maintain records of maintenance operations.
Why is a CMMS For Hospitals Essential?
Using a CMMS is an essential aspect of lean, future looking hospitals. When considering whether you need a CMMS in your Hospital, you should understand the benefits of successful implementation.
Keep Patients, Family Members and Staff Safe
The primary goal of any hospital is to provide a safe environment for healing and patient care. Without the proper controls and oversight, the complex operation of a hospital can present many hazards including infection risk, trip slip or fall risk, and equipment failure risk. A CMMS protects a hospital from these consequences.
Extend Asset Lifespan and Reduce Unexpected Downtime
As a general rule, assets that are not maintained will have shorter lifespans than those that receive regular care. For the healthcare industry, the opportunity cost of not conducting regular maintenance can be hundreds of thousands of dollars each year.
When you use a CMMS, you collect valuable information about how much wear and tear your assets are experiencing. This means that when something is close to breaking down, it's easier for you to catch it before it happens, and proactively correct the issue. In healthcare, unexpected downtime could be a life or death issue. It could also result in efficiency loss that causes a poor patient experience or drives a backlog of work costing the hospital thousands of dollars.
Ensure Regulatory Compliance
A CMMS can help you stay in compliance with regulations by providing you with the information you need to comply with the regulations, and also track what your employees are doing and how often they are performing certain tasks. For example, if your company is required to perform weekly inspections on your machinery, a CMMS can help you ensure that all inspections are performed on time and that they are performed correctly. It will also provide the data to back it up in an easily accessible manner.
Improve Maintenance Cost Planning
By using a CMMS, you can create a database of all of your assets and their maintenance requirements, as well as their current state. This data allows you to plan for future maintenance needs, predict future expenses, and perform cost analysis on past or ongoing projects. This helps you to stay on top of your budget and prevent unexpected costs from arising unexpectedly.
A CMMS also helps with maintenance labor cost planning by providing a way to organize and track all of the tasks involved in maintaining equipment. It allows you to see what each piece of equipment needs and when, so you can determine how much it will cost to do so.
Foster Continuous Improvement
Continuous improvement is a process, and using a CMMS helps with that process because it helps you to track your progress across assets and people.
The use of a CMMS helps with continuous improvement because it allows you to track the history of your assets, as well as their current state. This means you can see how your assets have changed over time, and also compare their current condition to their historical conditions.
A CMMS can give you data on the actual state of your operations—how much time it takes to perform certain tasks, how many items are completed in a given time period, etc.—so that you can identify areas where there are opportunities for improvement. For example, if you have a lot of employees taking longer than they should be to complete their tasks, this could mean that they need more training or resources to do their jobs well. Or if there's a lot of downtime between jobs being completed, this might mean that there aren't enough people working on the project (or possibly too many people).
5 Best CMMS For Hospitals You Need To Use Right Now
Xenia is our number one choice of CMMS for Hospitals due to the low cost, ease of use and core feature set. With Xenia, you can manage work orders, inspections and preventive maintenance with ease. You can create custom procedure and inspection checklists and deploy them to staff for completion on their mobile devices. Xenia helps keep maintenance organized by category, priority and status so that managers can have complete oversight.
Compared to the rest of this list, Xenia is the simplest and most cost effective CMMS solution. Xenia covers the basic CMMS functionality very well, without the complex bells and whistles of IOT Sensors and AI data models.
- Safety inspections with custom procedures and photo attachments
- Custodial management with live progress tracking
- Work order management with priority
- Preventive maintenance calendars
- Custom equipment log builder
- Internal chat for teamwork and oversight
- Free trial period available for evaluation purposes
- Monthly paid plan starts at $15 per user per month
- Annual plans are further discounted to $10 per user per month
For more details on booking a walkthrough demo, or sign up information, visit Xenia.
Available for up to 5 users
Premium for $99/month for the first 20 users (with free trial period)
Available on iOS, Android and Web
Next up on our best CMMS for hospitals list, we’ve got Limble.
It’s a hybrid solution that covers healthcare facilities, and various other industries through a blend of different features. Depending on a hospital’s requirements, Limble can be used to create custom KPIs with automatic trackers to keep tabs on frontline staff’s performance.
Furthermore, Limble allows scheduling of preventive maintenance activities so that any life-saving medical equipment, or critical asset is in an optimal state. The integrated calendar gives full overview of scheduled tasks, locations and everything there is to upcoming maintenance activities.
- Uses machine learning technology to maintain a record of inventory levels
- Use integrated calendar to schedule hospital preventive maintenance in advance with ease of mind
- Prioritize work requests, and maintenance tasks through a centralized dashboard
- Customizable dashboard as per end users’ activity requirements
- Offers search tree to leverage critical on-site healthcare asset management
- Limble Starter plan is available for $40 per user, per month
- Limble Professional solution available at $70 per user per month
- Limble Business Plus introduced at $105 per user, per month
For enterprise solutions, contact the company’s customer support.
Healthcare facilities overcome maintenance challenges with the help of a reliable CMMS solution – and that’s where UpKeep comes in.
Since hospitals are a significant example of an organization in dire need of fool proof and absolutely flawless safety audits, inspections, housekeeping and maintenance operations, UpKeep has enough features to get the job done. This way, hospital equipment and housekeeping operations are not only in top-notch state, the patient outcome and overall satisfaction is also on a positive note.
- Get notified of upcoming inspections through routine inspection scheduled alerts
- Organize reports to help everyone align with latest work orders
- Work order customization options available through form items
- Set up preventative and scheduled maintenance audits
- Manage critical asset maintenance logs historically for immediate retrieval
- UpKeep Starter plan begins at $40 per user/ per month
- UpKeep Professional is available for $75 per user/ per month
Business Plus plan’s price was previously set at $120 per user per month. However, UpKeep has long since removed the price tag and made the information available on personal contact. Feel free to get in touch with their sales team for additional info.
Up next, we’ve got FMX, another reliable CMMS for hospitals and healthcare organizations that aim to keep their patients happy and satisfied, while the facility and equipment remains in top notch state.
FMX has been known to help technicians resolve patients’ housekeeping issues, equipment malfunctions and facility issues. That being said, technicians and front line staff at hospitals are not the only users that typically reap the benefits of FMX software.
Nurses and doctors can also use the program to create work orders, in case any equipment isn’t working properly or showing early signs of preventative maintenance. The software also has a built in schedule system to set up recurring maintenance audits for assets that have been known to experience downtime.
- Calibration management and compliance management
- Set up scheduled preventive maintenance activities
- User friendly interface with overall smooth learning curve
- Incident, inspection and inventory management available for hospitals
- Critical healthcare asset lifetime management module
- FMX’s price plans are available upon request
Although eMaint’s primary focus is on the maintenance side of the things, hospitals have been known to use the software due to its customization options.
You can easily track, manage and create work orders for scheduled preventive maintenance at healthcare facilities, such as hospital, clinics, private sector and vice versa.
Other than that, there’s an added slew of additional features such as replacement part tracking for medical life-saving equipment, work order management and vice versa.
- Custom reports
- Work orders and inventory management
- Scheduled preventative maintenance offered via inbuilt task scheduling system
- Asset management
- Mobile maintenance
eMaint currently has three different price plans.
- eMaint Team starts at $69 per user/ per month
- eMaint Professional starts at $85 per user/ per month
- Enterprise plan starts at $120 per user/ per month
There you have it; our list of the best CMMS for hospitals. In case you don’t see your favorite CMMS, or have general inquiries about how to use a CMMS for hospitals, feel free to reach out to us.
We’d love to hear from you.